Office Manager

Best Buddies International is a nonprofit 501(c)(3) organization dedicated to establishing a global volunteer movement that creates opportunities for one-to-one friendships, integrated employment, leadership development, inclusive living, and family support for individuals with intellectual and developmental disabilities (IDD).

Best Buddies is the largest organization dedicated to ending the social, physical and economic isolation of the 200 million people worldwide with intellectual and developmental disabilities (IDD). Our programs empower people with IDD to form meaningful friendships with their peers, secure jobs, improve communication and advocacy skills, and live independently, while also offering support for their families.

Job Title: Office Manager

Reports to: Director, Human Resources

# of direct reports: n/a

Salary: $50,000 annually 

Position Overview:  The Office Manager is responsible for providing comprehensive support to the HR team and overseeing all operations related to the national office. This role owns talent acquisition operations for hiring managers and provides support to state offices as needed. The Office Manager oversees all HQ facilities, services, and activities, including vendor management, inventory management, employee and visitor setup, and office events and programs.

Job Requirements

• Bachelor’s degree and 2 years of experience in office management or similar role.
• Entry level experience in human resources and ability to provide support in this area.
• Excellent customer service experience.
• Must have experience in planning small staff events.
• Extremely organized and skilled in project and time management.
• Strong interpersonal skills, ability to motivate others and hold staff accountable.
• Proficiency in Microsoft Office suite and understanding of databases.
• Ability to solve problems and overcome obstacles encountered in completing assigned tasks within given time constraints.
• Ability to collaborate on projects with staff from other departments and have a high level of personal investment in creating an organized, streamlined, high-functioning office environment for the national office.
• Must be comfortable answering the phones and cleaning the common areas such as a break room, conference rooms and equipment that follows. 
• Must be comfortable communicating with Office Building Management. 

Job Duties included, but are not limited to:

Operations

• Responsible for all office operations, including daily activities to ensure HQ is organized and business-ready each day.
• Manage front desk reception and ensure the office is equipped with necessary materials for staff and visitors.
• Manage the fuel station daily, ensuring it is properly stocked for breakfast and mid-afternoon needs.
•  Schedule conference rooms for HQ staff and visitors.
• Maintain office equipment contracts, service calls, and supply inventory for all major equipment (postage meter, copier, printers, fax machine, phone systems, coffee machine, water machine, etc.).
• Schedule routine maintenance, repairs, and contract meetings for all HQ equipment.
• Oversee office updates, including large-scale furniture and appliance installations 
• Oversee all vendor relationships and contracts to ensure cost savings
• Review and renew all vendor Certificates of Insurance.
• Assist with selecting vendors and products for the HQ office.
• Oversee office-related contracts for HQ and occasionally for other office locations.
• Manage the HQ phone system, including adding/deleting users, updating greetings, adjusting system settings, and troubleshooting mailboxes.
• Work closely with the I.T. Manager to ensure all equipment is functioning properly and order replacements or upgrades when needed.
• Manage supply inventory, place orders, and approve supply requests for state offices.
• Plan and execute all HQ staff holiday events, staff engagement events, etc. 
• Support Leadership and Development training logistics.
• Review and renew hotel contracts with Courtyard Marriott and Hyatt Regency.
• Manage and update building safety protocols for HQ. 

Finance

• Responsible for HQ office fuel station budget. Includes, making purchases, abiding to the budget, reviewing, processing invoices.  
• Review and approve office supply orders for HQ and State offices and provide proper PI documentation 
• Review and approve all monthly invoices for HQ expenses (internet, phone, fax, water, copier leases etc. Also review and approve select state office invoices (Pitney Bowes) 

• Human Resources 
• Provides support to the human resources team as needed. 
• Responsible for office onboarding for all HQ employees. 
• Manage office supply accounts for state offices, including setting up accounts for new hires 
• Support Talent Acquisition Operations for all staff including managing all job postings, job board coordination, and completing candidate background checks 
• Responsible for updating, ordering, and request all staff name tags
• Maintain and Update Staff Location lists & directories 

Best Buddies® is an affirmative action employer, in addition to an EOE and M/F/V/PWD/PV employer. Diversity, equity, and inclusion are foundational to Best Buddies International’s core values and help the organization continue to achieve its mission. Here at Best Buddies, our goal is to lead and advocate for a more inclusive world.

Best Buddies offers a comprehensive and generous benefits program that include financial security, health and wellness and time off.